Itemization of an advance deposit charged by hotel.

Would like to know how companies are expensing deposits charged by a hotel for a future date stay. Most hotels in Vegas for example charge a deposit at the time of booking. The stay maybe after a month or 2 months. When the charge comes through in Concur how is the charge to be processed. What expense type is used? If it is Lodging, then it requires itemization which is not possible for future dates. Can anyone share the best practice on this?

Re: Itemization of an advance deposit charged by hotel.

Hi Pre Dalal,

Future date options has to be opened/activated in SAP Concur for your Company at the backend. Pls contact your Expense Administrator or Company's Concur Administrator to do the same (depends on access) Otherwise, if Hotel expenses are booked in any other expense type then huge cost would reflect in wrong G/L (General Ledger) in books of accounts for your company.

Hope this helps you, let me know if you need further information on same.

Re: Itemization of an advance deposit charged by hotel.

One way that some customers go about it is to create a "Hotel Deposit" expense type for employees to use if they have to pay for a hotel stay in advance of travel. Then, employees can enter the pre-payment as a negative itemization.

Re: Itemization of an advance deposit charged by hotel.

Hello Pre,

If your GL allows, you can enable future dated expenses as advised previously. If not, other option is:

1) Have your users submit the hotel deposit amount for the date the amount was charged (not the hotel stay date). Here you have the option to create a seperate expense type such as 'Hotel Deposit' to make it easier for your users.

2) Then, after the stay is complete, you can have your employees create an itemization with negative amount for the deposit amount paid.

Re: Itemization of an advance deposit charged by hotel.

How do you address the 'no receipt' issue? If I were to create an expense type for Hotel Deposit, how do companies address the fact that travelers don't receive a receipt for the charge? I know there is the Missing Receipt Affidavit, but that is not an option I want to promote. I'd appreciate any suggestions or how others address this issue. Thank you!